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Everything You Need to Know About Phone Systems

As a cutting-edge communications solution, a Phone System is a tool used to make incoming and outgoing calls more efficient by leveraging call advanced features for businesses, like: call transfer, conference calling, and automated menus among many others.

In other words, phones let you connect efficiently to a caller through one or multiple lines, dedicated menus and/or extension numbers. Both small and medium-sized businesses can benefit from these systems because they allow...

- Easier and more effective networking

- Time-saving communications through an organized structure

- Cost-saving features that reduce call costs up to 50%

- Lower local and long distance calling rates

- Higher quality sound

The most innovative systems from TelcoDepot.com create private networks to benefit from Internet calling, in order to reduce costs, and make phone calls easier to manage from web-based applications.

At TelcoDepot.com we understand that navigating through the myriad of options available can be intimidating, but we do our best to make everything easier for you. The wide variety of industry leading brands available on our site is backed up by an unparalleled 30 Day, 100% Money Back Guarantee.

Additionally, our specialists with more than 20 years of experience in the telecom industry will offer you free Expert Advice and get you a step closer to the right telecom solution for your requirements whenever you need it. With TelcoDepot.com you get advanced equipment that is reliable, scalable and affordable. At Telcodepot we carry most system brands and technologies. We will match the right technology and brand that fits your needs best.

We are the specialists. We are the experts. We support you like no one else. While you can buy a phone system from big online retailers, none of them offer any tech support. But we do! We are proud of our unmatched tech support. Our mission us to create lifetime customers!

We have phone system configurations for any type of business, such as restaurants, doctors, accountants, service centers/garages, hotel/motels, pharmacies, churches and more.

How to Choose the Right System

In order to choose the right system for your company, just answer these 5 key questions. While it might seem time-consuming, please remember that choosing a system is an important investment that requires a well-informed decision. In fact, this is a long-term investment, and therefore, important to get the right combination of hardware, features and room for future growth.

1. What Call Handling Features Do You Need?

Take a good look at this list of common features and consider which ones might help your business:

1. Automated Attendant

2. LCD Display

3. Flexible Menu Button Assignments

4. Automatic Redial

5. Background Music

6. Caller ID

7. Call Distribution

8. Call queuing

9. Conference Calling

10. Video Conference

11. DISA: Direct System Inward Access

12. Traffic Reports

13. Fax Detection / Fax server

14. Remote workers

15. Multiple companies

16. Multiple systems networking

17. Line appearance

18. Voice notification via email

19. Conference bridge

20. Advanced call forwarding

21. Music/messaging on-hold

22. Ring groups

23. Call park

24. 3-way calling

25. Overhead paging

Of course, these are just a few of the most popular features in business phones. If you didn't find the feature you need, please ask one of our experts now.

2. How Many Potential And Actual Users Are There?

Who answers the phone in your office? Do you have a receptionist? How many people are there in your office? How many of them actually need phones? Do you have any remote workers? How many employees are you planning to add over the next few years?

It's important to answer these questions, because you want a scalable system that can grow with your company, and depending on the equipment you choose, you will be able to add phones or lines at will in the future.

This data will help you determine the number of extensions needed and how much room for future growth you will have.

Remember to determine... Your current number of employees Your potential number of employees Your employees' current and potential location (for remote extensions if necessary)

3. How Many Calls Come in on Average?

How many of your employees work with phones? How many inbound and outbound calls are handled every day? Try to compare these numbers and decide whether your workers need separate extensions or separate phones. At the same time, this data will help you determine the number of lines needed.

4. Do You Prioritize Mobility?

Is your staff always on the move? Do they spend the day making phone calls from their desks? Whether you prioritize mobility or you spend most of your time at the office, you'll either need a system with a powerful range or a fixed phone. You can mix both options, but if budget constraints don't allow it, pick a phone that will allow it in the future.

If your staff is one the move, they can have their smartphones work as their office phone, and therefore make and receive calls as if they were in the office. If your staff is working remotely they can have a remote Deskphone, they can make and receive phones just as if they were in the office.

5.Analog, VoIP or PBX?

Digital systems are simpler and use older technology (point to point utilizing older cables). These systems are ideal for companies that want to keep their current lines and are simply looking for a more efficient system to manage their phone calls. If wiring is already in place, we recommend using digital.

VoIP phones are ideal to reduce phone bills, because they use an Internet connection to make phone calls. Since it's a newer technology, it's more fixable. VoIP is feature rich and allows for Soft phones and remote workers. With VoIP any change is very easy (just like moving or adding a computer).

PBX (Private Branch Exchange) systems are very customizable, and recommended for mid-sized to large businesses.

Hosted PBX phones work over the Internet with an IP PBX and are hosted by a service provider.

Hybrid systems allow you to combine and switch between Analog lines and Voice Over IP.

Who answers the phone in your office? Do you have a receptionist? How many people are there in your office? How many of them actually need phones? Do you have any remote workers? How many employees are you planning to add over the next few years?

It's important to answer these questions, because you want a scalable system that can grow with your company, and depending on the equipment you choose, you will be able to add phones or lines at will in the future.

This data will help you determine the number of extensions needed and how much room for future growth you will have.

Remember to determine... Your current number of employees Your potential number of employees Your employees' current and potential location (for remote extensions if necessary)

How many of your employees work with phones? How many inbound and outbound calls are handled every day? Try to compare these numbers and decide whether your workers need separate extensions or separate phones. At the same time, this data will help you determine the number of lines needed.

Is your staff always on the move? Do they spend the day making phone calls from their desks? Whether you prioritize mobility or you spend most of your time at the office, you'll either need a system with a powerful range or a fixed phone. You can mix both options, but if budget constraints don't allow it, pick a phone that will allow it in the future.

If your staff is one the move, they can have their smartphones work as their office phone, and therefore make and receive calls as if they were in the office. If your staff is working remotely they can have a remote Deskphone, they can make and receive phones just as if they were in the office.

Digital systems are simpler and use older technology (point to point utilizing older cables). These systems are ideal for companies that want to keep their current lines and are simply looking for a more efficient system to manage their phone calls. If wiring is already in place, we recommend using digital.

VoIP phones are ideal to reduce phone bills, because they use an Internet connection to make phone calls. Since it's a newer technology, it's more fixable. VoIP is feature rich and allows for Soft phones and remote workers. With VoIP any change is very easy (just like moving or adding a computer).

PBX (Private Branch Exchange) systems are very customizable, and recommended for mid-sized to large businesses.

Hosted PBX phones work over the Internet with an IP PBX and are hosted by a service provider.

Hybrid systems allow you to combine and switch between Analog lines and Voice Over IP.

Product SPOTLIGHT

VERTICAL SBX 6X16 SYSTEM

Most Popular

These are the four main types of systems available. And to make things easier for you, not only we have provided easy-to-understand definitions for the average user, we have also experts online to answer all of your questions right now!

Instead of landlines, these phones send and receive phone calls using an Internet connection. Voice over Internet Protocol (VoIP) needs an optimum matchup between bandwidth and call volume, but it's perfect for companies with up to 2,000 users.

This type of system, usually smaller and less expensive, doesn't need a "unit" or "phone cabinet". However, while their DIY approach makes them popular, the KSU-less system doesn't normally offer many features or room for expansion. In fact, these are very limited business phones that you can only use to make and receive phone calls.

Product SPOTLIGHT

ALLWORX VoIP SYSTEM

Top 10 Things about Phone Systems You Need to Know

1. Did you know you can have a local number from anywhere in the United States? In other words, if you have many potential clients in Florida, but your office is in New York, you can have a local phone number from Florida and make it redirect all those phone calls to your system.

2. Did you know you can easily have a Toll-Free Number? Adding a toll-free number is simple and fast with a system from TelcoDepot.com. Just dedicate a channel for it, and add a toll-free number to your service.

3. Did you know you can have your cell phone ring at the same time someone calls your office? Thanks to the feature "Follow Me Anywhere", you can set up your mobile to ring simultaneously when a client calls your office number (while still keeping your personal separate line).

4. Did you know you don't have to miss important phone calls ever again? Did you know you can have your cell phone ring at the same time someone calls your office? You can get all the peace of mind you want with the Voice to Email feature. By having your voicemail sent directly to your email account, you won't miss important calls anymore.

5. Did you know you can record calls and save them to SD memory cards? There are few things more important than keeping organized records in a company. Now you can record phone calls to SD cards and transfer data more easily and effectively to improve on productivity.

6. Did you know that PC-Based phones are compatible with most operating systems? If you can get access to an internet connection, you can use a PC-Based phone. This means they function just as ordinary numbers do, and you can take them almost anywhere.

7. Did you know you can have clients call you from your homepage? With Click to Call, every potential client (and even employees) can call you from their computers with a simple click. That's right... No dialing!

8. Did you know you can get the latest VoIP features at little or no extra cost? Since most of the main brands and providers have custom applications for mobile devices, you can enable apps on your Android or iPhones and work and play in one place.

9. Did you know you can modify your services with call monitoring? Track all your phone calls and find out when you get the most calls in the day or what department is getting the biggest call traffic. By identifying patterns you can develop detailed plans to adapt your business strategies.

10. Did you know you can centralize communications with Outlook Integration? Did you know you can centralize communications with Outlook Integration? Synchronize your voicemail with phonebook, and your messages with your emails. Centralize all the information you need!

Did you know you can have your cell phone ring at the same time someone calls your office? You can get all the peace of mind you want with the Voice to Email feature. By having your voicemail sent directly to your email account, you won't miss important calls anymore.

Track all your phone calls and find out when you get the most calls in the day or what department is getting the biggest call traffic. By identifying patterns you can develop detailed plans to adapt your business strategies.

Additional Resources

When do you need a Plenum Rated Cable? Do you know what is a plenum rated cabling? Do you know if you need one? How big is the price difference between plenum and non-plenum cables? We answer all your questions here and help you choose everything you'll need for your application.

How to Pick the best Headset for your office. Unlike most headsets, chances are you will be wearing your office headset several hours every day; and that's why picking the right one is so important. But, how do you know which ones are comfortable or have a great audio quality? Find out how!

Check Out Our Buyer's Guide

Are you a first time buyer? Are you looking to upgrade your outdated systems? Then you should check out our buyer's guide with in-depth analysis and information! Divided into four parts, this guide will help you understand everything you need to know in order to buy the right business phones for your office.

Part 1: Find out how and why incoming calls affect the features you should select when buying a new system.

Part 2: How do your business requirements match your business perception? Are they related to your business size? Learn how the answer to these questions will impact your decision.

Part 3: Learn all the basic aspects and terminology to understand how phones work and what kind of equipment and features you need to achieve the best possible performance in your office.

Part 4: Get in-depth information about technical installations, how to get the most out of remote offices, as well as important data on the different kinds of phones available.

XBlue - Multi Line - With Caller ID - With Speakerphone - With Display. X16 Small office phone system is an easy to install Digital small office telephone system that comes equipped with the X16 Voice Server and four 6 line X16 Digital speakerphones in the fashion color- Vivid Blue.

Customer Reviews

The system is OK, but volume could be better. While I didn’t know much of Vertical before, I think it’s a great fit for my company. Would recommend to anyone who owns a business! Just keep in mind that the installation is complicated. If you do it yourself, like I tried at first, it can take forever. Your best option is to get a professional to do it for you. TelcoDepot installed ours.

This system was surprisingly easy to setup. We switched from a legacy PBX system and Allworx was the right choice. With this system, my employees can manage their calls without a receptionist. One of the few problems we’ve had is some latency issues when doing conferences, but besides that everything’s been great. I find this system better for small businesses though. So if you are looking for a powerful system, you might need to check other options.

Great System, Easy to Use I got the Xblue system 2 years now and it is great. It’s really easy to program. It has all the features you need like caller ID, call waiting, and more. The only issue for me was that you only see name and number on the caller ID. Since I'm not much of a tech savvy person, I have to say Telco depot’s guys were it extremely helpful to set-up the phones and the server. They were great! I’d recommend this system to another small business owner for sure.